Senior Administrative Assistant

Senior Administrative Assistant School of Nursing – Doctoral Division 84679BR University Job Title Senior Administrative Assistant Bargaining Unit L34 - Local 34 (Yale Union Group) Time Type Full time Duration Type Regular Compensation Grade Labor Grade D Wage Ranges Click here to see our Wage Ranges Searchable Job Family Secretarial Total # of hours to be worked: 37.
5 Work Week Standard (M-F equal number of hours per day) Work Location West Campus Worksite Address 400 C28 Admin West Campus Drive Orange, CT 06477 Work Model Hybrid Position Focus: Yale School of Nursing (YSN) is seeking a Sr.
Administrative Assistant to join a dynamic team in the Doctoral Division, which includes the PhD and DNP programs.
YSN, located on the beautiful and sprawling grounds of Yale West Campus, is conveniently located near major highways.
The Yale West Campus has a lot to offer including free parking, woodland walking trail, café and terrace dining, farm, The Barn at West Campus for special events, a fully equipped conference center, outdoor space to relax and unwind, wellness events (mindfulness exercise, to nature walks and yoga), and Fitness Center (free for the West Campus community)! The Sr.
Administrative Assistant would be an integral part of the doctoral teams providing a high level of confidential administrative support within primarily the DNP healthcare leadership and clinical programs, and when needed, the PhD academic unit at YSN.
Develop, redesign, and maintain efficient office procedures and systems.
Assist and provide information to Chair and Directors, faculty, students, and others on YSN policies and procedures.
Compose, format, compile data and prepare first drafts of letters, minutes, memos, reports, faculty driven PowerPoint presentations, course documents and other materials.
Proofread, edit, format and review presentations, course documents and materials for grammar, accuracy, and completeness.
Assist in organizing events, schedule meetings, conference calls, and appointments as required and work as directed with faculty on course materials, DNP projects, dissertations.
Coordinate, upload, and file course syllabi, reserve classrooms, and arrange for AV needs.
Assist with the Admissions process.
Attend faculty and staff meetings as requested and record.
Maintain all Division forms and records as well as databases to track resources within the school, including data entry and management of student course information, course evaluations and practicum logs.
Perform web-based searches to gather information as required by the Division faculty.
Coordinate travel arrangements; maintain records of travel expenditures; process expense report.
Independently follow up to ensure all payments are received and are correct.
Oversee and coordinate preparation of materials for special projects and various reports including accreditation, planning process, self-studies, and annual reports.
Provide staff support for one or more YSN committees, including taking and distributing minutes.
Perform additional functions incidental to the activities of the academic programs.
Provide coverage for other administrative support staff as necessary.
In all work, supports YSN diversity and inclusion values and commitments.
A cover letter and resume are required with this application.
This position is eligible for a hybrid schedule.
Essential Duties 1.
Oversees and coordinates administrative, program, and office activities.
Establishes, selects, implements, and coordinates office procedures and systems.
Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2.
Oversees, instructs, and coordinates activities of support staff.
Oversees the preparation of materials for grants, contracts and budgets.
Monitors expenditures and reconciles financial statements.
3.
Provides editorial support for a journal/publication.
Proofreads and edits material for grammatical and factual accuracy.
Tracks copy through various editing and production stages.
Communicates with authors, printers, and others concerned with published work.
4.
Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.
Assembles and arranges for necessary items.
Determines sources of data.
Compiles, synthesizes and manipulates data.
Summarizes findings and writes reports or portions of reports.
5.
Greets visitors.
Answers and screens telephone calls.
Assesses nature of business.
Responds to requests for information and provides assistance.
Screens and responds to mail.
6.
Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material.
Assembles attachments and corresponding material.
Reviews outgoing material for completeness, dates, and signatures.
Composes substantive correspondence and written material.
7.
Coordinates travel arrangements.
Schedules and coordinates meetings and appointments.
Orders and maintains inventory of supplies.
Takes minutes or dictation.
Performs additional functions incidental to office activities.
Required Education and Experience Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
Required Skill/Ability 1: Proven proficiency in an administrative support role.
Proven ability to manage expense reimbursements.
Demonstrated ability to use the latest office software and hardware.
Intermediate to advanced proficiency Microsoft Word, Excel (including experience with charts, graphs, some formulas),PowerPoint and Outlook.
Familiarity with database software, Qualtrics, and MS Teams.
Required Skill/Ability 2: Ability to prioritize work, handle complex or multiple work assignments, achieve high quality work outcomes, meet deadlines, and effectively solve problems independently as well as part of a team.
Ability to regularly exercise good judgment and initiative on non-routine matters.
Ability to be resourceful and proactive.
Required Skill/Ability 3: Proven ability and/or experience to follow precise directions when required and understand and implement non-routine instructions and general policy statements/applications when required.
Required Skill/Ability 4: Strong organizational skills and attention to detail.
Enjoys problem solving, project and detail work, and can always remain composed and professional.
Enjoys working in a team and independently.
Required Skill/Ability 5: Ability to maintain confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring a high level of discretion.
Excellent attendance and reliability; strong interpersonal skills; helpful and facilitative attitude.
Drug Screen No Health Screening No Background Check Requirements All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements.
All offers are contingent upon the successful completion of the background check.
For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
COVID-19 Vaccine Requirement The University maintains policies pertaining to COVID-19.
All faculty, staff, students, and trainees are required to comply with these policies, which may be found here: https://covid19.
yale.
edu/health-guidelines Posting Disclaimer The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position.
Employees will be assigned specific job-related duties through their hiring departments.
EEO Statement: University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans.
Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note Yale University is a tobacco-free campus